BM3003 Check Screen Use the Check Screen to view check information; view credit/debit memo, AP and account information related to the check; and cancel, reissue, void, and delete checks. Table of Contents Initial Check Fields and Function Keys... 2 User Function Keys... 2 Data Fields... 2 Data Sets... 2 Check Fields and Function Keys... 4 User Function Keys... 4 Data Fields... 4 Data Sets... 6 Credit/Debit Memo Fields and Function Keys... 8 User Function Keys... 8 Data Fields... 8 Data Sets... 8 Check Screen Invoices... 10 User Function Keys... 10 Data Fields... 10 Data Sets... 11 Check Screen Accounts... 12 User Function Keys... 12 Data Fields... 12 Data Sets... 14 1
Initial Check Fields and Function Keys Use the Initial Check Screen to enter the check number. User Function Keys F1 F2 F3 HAND WRITE CANCEL/ REISSUE CANCEL CHECK Adds and balances a manually generated (not computer-generated) check. Cancels an existing check number and re-establishes the related invoice data on the AP Invoice Screen (BM3002). Cancels an existing check number. F4 INQUIRY Displays an existing check number. F5 F6 DELETE CHECK VOID CHECK Deletes an existing check number. Voids an existing check number. F8 MENU Goes back to the FMS System Menu. Data Fields CHECK NUMBER (key) STATE WARRANT (key) Check Number (CHK-KEY) Key field. The number of the check. 9 characters (8 digits followed by an optional one-digit check stock code) State Warrant (ST-WARRANT-IND) Key field. A code indicating whether a check is locally written, a state warrant or a duplicate check number. 1 character Values Defined by SBCTC-ITD as follows: Blank D S Locally written check Duplicate check State warrant Data Sets Additions and changes made on this screen may update the following data sets: Check Master (AP-CHK-M) Credit Memo Master (AP-CM-M) District Information (DST-INFO-M) 2
Invoice Master (AP-INV-M) Check Number/Credit Memo Cross Reference (AP-CHK-CM-D) Invoice Acount Detail (AP-INV-ACCT-D) Invoice Item Detail (AP-INV-ITM-D) Invoice Number/Check Number Cross Reference (AP-INV-CHK-D) Invoice Number/Order Number Cross Reference (AP-INV-ORDR-D) Invoice Payee Detail (AP-INV-PAYEE-D) Invoice/ID Number Cross Reference (AP-INV-ID-NUM-D) 3
Check Fields and Function Keys Use the Check Screen to view check information and to access credit/debit memo, invoice and account information related to a check. User Function Keys F1 REFRESH Goes back to the initial Check Screen. F4 CM SCREEN Displays the Credit/Debit Memo Screen. F5 INVOICE SCREEN Displays the Invoice Screen. F6 ACCOUNT SCREEN Displays the Account Screen. F8 MENU Goes back to the FMS System Menu. Data Fields CHECK STATUS (display only) CHECK TYPE (display only) CHECK DATE (display only) CANCELLATION DATE (display only) CHECK BALANCE IND (display only) ID NUMBER (display only) ID TYPE (display only) NAME (display only) NET CHECK AMOUNT (display only) TOTAL INVOICES (display only) TOTAL CREDIT MEMOS (display only) DIFFERENCE (display only) Check Status (CHK-STAT) A code indicating the status of the check. 1 character Values Defined by SBCTC-ITD as follows: Blank V C H R Normal Void Canceled Handwritten Canceled and reissued Check Type (CHK-TYP) Displayed from the AP Invoice Screen (BM3002). A code indicating the kind of check entered. 1 character Values Defined by SBCTC-ITD as follows: L S Local State warrant 4
V P F Vendor payment advance Payroll vendor check Financial aid check Check Date (CHK-DATE) Displayed from the AP Invoice Screen (BM3002). The date the check was written. 6 digits Cancellation Date (CHK-CANCEL-DATE) If the check was canceled, this field shows the date that cancellation took place. 6 digits Check Balance Indicator (CHK-BAL-IND) A code indicating whether or not a check is in balance. 1 character Values Defined by SBCTC-ITD as follows: O I Out of balance In balance Identification Number (IY-ID-NUM) Displayed from the AP Invoice Screen, BM3002 (if entered). An identification number indicating the person or business that was paid. 9 characters Identification Type (IY-ID-TYP) Displayed from the AP Invoice Screen, BM3002 (if entered). A code identifying the type of person or business that was paid. 1 character Values Defined by SBCTC-ITD as follows: S E V O Student Employee Vendor (edits against the Vendor Table, MM2001) Other 5
Name (NAME) Displayed from the AP Invoice Screen, BM3002 (if entered). The name of the person or business that was paid. 30 characters Net Check Amount (NET-CHK-AMT) A number indicating the amount of the check. 12 digits Total Invoice Amount (INV-PYMT-AMT) Displayed from the AP Invoice Screen (BM3002). A number indicating the total amount of all invoices applied to a check. 12 digits Total Credit Memo Amount (CM-AMT) A number indicating the total amount of all credit/debit memos applied to a check. 12 digits Balance Amount A number showing the balance of the following calculation: Net Check Amount - Total Invoices - Total Credit Memos Difference 12 digits Data Sets Additions and changes made on this screen may update the following data sets: Check Master (AP-CHK-M) Credit Memo Master (AP-CM-M) District Information (DST-INFO-M) Invoice Master (AP-INV-M) Check Number/Credit Memo Cross Reference (AP-CHK-CM-D) 6
Invoice Account Detail (AP-INV-ACCT-D) Invoice Item Detail (AP-INV-ITM-D) Invoice Number/Check Number Cross Reference (AP-INV-CHK-D) Invoice Number/Order Number Cross Reference (AP-INV-ORDR-D) Invoice Payee Detail (AP-INV-PAYEE-D) Invoice/ID Number Cross Reference (AP-INV-ID-NUM-D) 7
Credit/Debit Memo Fields and Function Keys Use the Check Screen - Credit/Debit Memo to apply credit/debit memos to a locally written check or to view existing credit/debit memo information. User Function Keys F1 REFRESH Goes back to the initial Check Screen. F2 ADD CM Adds a credit/debit memo to a locally written check. F3 F4 F5 F6 CHANGE CM INQUIRY CM DELETE CM CHECK SCREEN Changes an existing credit/debit memo. Displays an existing credit/debit memo. Deletes an existing credit/debit memo. Displays the Check Screen. F8 MENU Goes back to the FMS System Menu. Data Fields CM NUMBER CM AMOUNT Credit/Debit Memo Number (CM-NUM) The number of the credit/debit memo. 6 characters Credit/Debit Memo Amount (CM-AMT) The amount of the credit/debit memo. 12 digits Data Sets Additions and changes made on this screen may update the following data sets: 8 Check Master (AP-CHK-M) Credit Memo Master (AP-CM-M) District Information (DST-INFO-M) Invoice Master (AP-INV-M) Check Number/Credit Memo Cross Reference (AP-CHK-CM-D) Invoice Acount Detail (AP-INV-ACCT-D) Invoice Item Detail (AP-INV-ITM-D) Invoice Number/Check Number Cross Reference (AP-INV-CHK-D)
Invoice Number/Order Number Cross Reference (AP-INV-ORDR-D) Invoice Payee Detail (AP-INV-PAYEE-D) Invoice/ID Number Cross Reference (AP-INV-ID-NUM-D) 9
Check Screen Invoices Use Check Screen - Invoices to display data entered on the AP Invoice Screen (BM3002) and add or delete invoices that exist in the AP Invoice Master (AP-INV-M) data set. User Function Keys F1 REFRESH Redisplays the most recently saved version of the record. F8 MENU Goes back to the FMS System Menu. Data Fields CHECK NUMBER (protected field) NAME (protected field) INVOICE NUMBER (key field) VENDOR INVOICE NUMBER INVOICE DATE INVOICE DESCRIPTION INVOICE PAYMENT AMOUNT Check Number (CHK-KEY) Displayed from the Initial Check Screen. The number of the check used to pay the invoice. Name (NAME) Displayed from the Initial Check Screen. The name of the vendor or payee. Invoice Number (INV-NUM) Displayed from the AP Invoice Screen BM3002. A unique, system-generated number assigned to each invoice. 6 characters Vendor Invoice Number (VNDR-INV-NUM) Displayed from the AP Invoice Screen BM3002. The vendor's invoice number. 10 characters Invoice Date (INV-DATE) Displayed from the AP Invoice Screen BM3002. The date of the vendor's invoice. 6 digits Invoice (INV-DESC) Displayed from the AP Invoice Screen BM3002. A description of the invoice. 10
24 characters Invoice Payment Amount (INV-PYMT-AMT) Displayed from the AP Invoice Screen BM3002. The payment amount of the invoice. 12 digits Data Sets Additions and changes made on this screen may update the following data sets: Check Master (AP-CHK-M) Credit Memo Master (AP-CM-M) District Information (DST-INFO-M) Invoice Master (AP-INV-M) Check Number/Credit Memo Cross Reference (AP-CHK-CM-D) Invoice Acount Detail (AP-INV-ACCT-D) Invoice Item Detail (AP-INV-ITM-D) Invoice Number/Check Number Cross Reference (AP-INV-CHK-D) Invoice Number/Order Number Cross Reference (AP-INV-ORDR-D) Invoice Payee Detail (AP-INV-PAYEE-D) Invoice/ID Number Cross Reference (AP-INV-ID-NUM-D) 11
Check Screen Accounts Use Check Screen - Accounts to display the account structures entered on the AP Invoice Screen (BM3002). User Function Keys F1 REFRESH Goes back to to the initial Check Screen. F8 MENU Goes back to the FMS System Menu. Data Fields CHECK NUMBER (display only) NAME (display only) ORDER NUMBER (display only) TRNS CD (display only) TRNS RVRS (display only) APPR INDX (display only) PRG INDX (display only) ORG INDX (display only) SOBJ (display only) SSOBJ (display only) SRC REV (display only) SUB SRC (display only) REIM-CD (display only) SUBSID ACCOUNT (display only) Check Number (CHK-KEY) Displayed from the Initial Check Screen. The number of the current check. Name (NAME) Displayed from the Initial Check Screen. The name of the payee for the current check. Order Number (ORDR-NUM) Displayed from the Order Screen (BM3002). The number of the purchase order. 10 characters Transaction Code (AS-TRNS-CD) Displayed from the AP Invoice Account Screen (BM3002). A code identifying the type of transaction entered into the Accounts Payable module (for example, expenditure, liquidation, revenue, or liability). 3 characters Transaction Reverse (TRNS-RVRS) Displayed from the AP Account Screen (BM3002). A code indicating that the normal debit/credit posting of the transaction code is to be reversed. 12
Values 1 character Defined by SBCTC-ITD as follows: R Blank Reverse posting Normal posting (default) Appropriation Index (AS-APPR-INDX) Displayed from the AP Account Screen (BM3002). A code displaying the appropriation index for the AP transaction. 3 characters Program Index (AS-PRG-INDX) Displayed from the AP Account Screen (BM3002). A code identifying the program index for the AP transaction. 3 characters Organization Index (AS-ORG-INDX) Displayed from the AP Account Screen (BM3002). A code identifying the organization index for the AP transaction. 4 characters Subobject (AS-SOBJ) Displayed from the AP Account Screen (BM3002). A code identifying the subobject for the AP transaction. 2 characters Sub-subobject (AS-SSOBJ) Displayed from the AP Account Screen (BM3002). A code identifying the subsubobject for the AP transaction. 2 characters Source of Revenue (AS-SRC-REV) Displayed from the AP Account Screen (BM3002). A code identifying the source of revenue for the AP transaction. 4 characters 13
Sub Source (AS-SSRC) Displayed from the AP Account Screen (BM3002). A code identifying the subsource for the AP transaction. 2 characters Reimbursable Code (REIM-CD) Displayed from the AP Account Screen (BM3002). The reimbursable code used ffor the AP transaction. 2 characters Subsidiary Account (SUBSID-ACCT) Displayed from the AP Account Screen (BM3002). A combined code identifying the subsidiary account for the current AP transaction. The subsidiary account positions are: Position 1-6 Position 7 Position 8-10 AR-ID (accounts receivable identification number) FA source (financial aid source code) Due To/From or FAPC (due to or from fund or agency code, or financial aid program code) 10 characters Data Sets Additions and changes made on this screen may update the following data sets: Check Master (AP-CHK-M) Credit Memo Master (AP-CM-M) District Information (DST-INFO-M) Invoice Master (AP-INV-M) Check Number/Credit Memo Cross Reference (AP-CHK-CM-D) Invoice Account Detail (AP-INV-ACCT-D) Invoice Item Detail (AP-INV-ITM-D) Invoice Number/Check Number Cross Reference (AP-INV-CHK-D) Invoice Number/Order Number Cross Reference (AP-INV-ORDR-D) Invoice Payee Detail (AP-INV-PAYEE-D) Invoice/ID Number Cross Reference (AP-INV-ID-NUM-D) 14